AI policy template for employees

A template of AI usage rules for your employees, to fill in yourself. Which tools are allowed, which data never goes in, who checks the output and who is responsible. As a PDF and a Word file. The template is in Dutch.

An AI policy for employees sets out which AI tools people may use for work, which data must not go into them, that output is checked before it is used, and who is responsible for what. This free template from Elusive Innovations in Oss puts those agreements on a few pages, with blanks for your own choices. It is a template, not legal advice, and filling it in does not make you compliant on its own.

What the template covers

  • Allowed tools

    A table of the AI tools that are allowed, with which account, and what for.

  • Data: yes and no

    What never goes into an AI tool, such as personal data and confidential documents, and what to do when in doubt.

  • Checking output

    AI can be convincingly wrong. Who checks what, and when a person decides.

  • Responsibility

    Who maintains the list, answers questions and handles a mistake or incident.

  • AI literacy

    Agreements on explanation and training, with a record of who completed what.

  • Checklist and sign-off

    Five questions before using an AI tool, and a sheet to sign as read.

What it is not

  • Not legal advice. For questions about your situation, a lawyer is the right party.
  • No guarantee that you comply with the AI Act or the GDPR. The template helps you record agreements; what fits depends on which AI systems you use and what for.

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The AI Act and AI literacy

Article 4 of the EU AI Act (Regulation (EU) 2024/1689) has applied since 2 February 2025 to providers and deployers of AI systems.

Since 27 July 2026 the article reads differently, as amended by Regulation (EU) 2026/1744: providers and deployers take measures to support the AI literacy of their staff, taking into account their knowledge, experience, training and the context in which the AI systems are used.

Working agreements on AI use can be one of those measures. The template therefore includes a chapter on AI literacy and a record of who has had which explanation or training.

Sources

What goes into an AI policy for employees?

Which AI tools are allowed and with which account, which data never goes in, that output is checked before it is used or sent, who is responsible and what to do after a mistake. Plus agreements on explanation and training. The template has a chapter with blanks for each.

Is an AI policy mandatory?

The AI Act does not prescribe an AI policy in this form. Since 27 July 2026 (Regulation (EU) 2026/1744), Article 4 asks providers and deployers of AI systems to take measures to support the AI literacy of their staff. Working agreements can be one of them. Whether and how the Act applies to your organisation depends on which AI systems you use; a lawyer can advise on that.

Does this template make me compliant?

No, a template cannot promise that. It helps you record agreements. What else is needed depends on your situation. This is not legal advice.

Can I edit and share the template?

Yes. Adapt the Word file to your company and use it within your organisation. You may remove the reference to Elusive Innovations.

What happens to my data?

We keep your name, email and company to send you the template and contact you about it, as described in our privacy policy. You are not added to a newsletter.